Bilingual Executive Assistant to the CEO

Esperanza; Philadelphia (Philadelphia County); On-site; USD 60,000 - 70,000; Full time

Job summary

Esperanza is seeking an Executive Assistant to the CEO in Philadelphia to serve as the primary contact for CEO communications, manage the CEO’s schedule, and provide administrative support enabling strategic focus.

The ideal candidate is proactive, highly organized, and possesses excellent communication skills, with experience in non-profit settings and bilingual English/Spanish proficiency.

Qualifications

• Bachelor’s degree required.
• Experience in a similar role, preferably within a non-profit or mission-driven organization.
• Exceptional organizational skills with multitasking ability.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite and related tools.
• Bilingual English/Spanish.
• High discretion and professionalism with confidential matters.
• Proactive and adaptable problem-solving approach.

Responsibilities

• Administrative Support: manage CEO calendar, meetings, travel arrangements; prepare documents, reports, and presentations; handle correspondence.
• Occasional evening and weekend commitments.
• Prepare and process expense reports; use Microix systems for expense tracking and policy compliance.
• Meeting Coordination: prepare agendas, take minutes, follow up on actions; liaise with donors, partners and stakeholders.
• Video conferencing: manage and troubleshoot Zoom, Teams, Skype, etc., and provide technical support for executives and teams.
• Act as a communications bridge between the CEO’s office and internal/external partners; maintain confidentiality.
• Office Management: oversee CEO office organization and readiness; support other admin tasks.
• Hospitality: welcome visitors; arrange catering and logistics; anticipate guest and CEO needs for events.

Skills

Bilingual

Organizational skills

Communication skills

Hospitality

Education

Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Office

Video conferencing

Job description

Position Overview

The Executive Assistant to the CEO plays a crucial role in ensuring the smooth functioning of the CEO’s office. This individual will serve as the primary point of contact for internal and external communications involving the CEO, manage schedules, and provide administrative support to enable the CEO to focus on strategic priorities. The ideal candidate is proactive, highly organized, and possesses exceptional communication skills.

Salary

• $60,000 - $70,000 a year

Qualifications

• Microsoft PowerPoint
• Bilingual
• Microsoft Word
• Hospitality
• Spanish
• Microsoft Excel
• English
• Mid-level
• Microsoft Office
• Bachelor's degree
• Organizational skills
• Communication skills

Job Description

The Executive Assistant to the CEO plays a crucial role in ensuring the smooth functioning of the CEO’s office. This individual will serve as the primary point of contact for internal and external communications involving the CEO, manage schedules, and provide administrative support to enable the CEO to focus on strategic priorities. The ideal candidate is proactive, highly organized, and possesses exceptional communication skills.

Key Responsibilities

• Administrative Support:
• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and organize documents, reports, and presentations for meetings and events.
• Handle correspondence, including emails, letters, and phone calls, ensuring timely and appropriate responses.
• Role requires occasional evening and weekend commitments.
• Experienced in preparing and processing expense reports, reimbursement forms, utilizing Microix systems for efficient expense tracking, and ensuring compliance with company policies.
• Meeting Coordination:
• Arrange and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Liaise with donors, partners, and other stakeholders as needed.
• Proficient in managing and troubleshooting video conferencing platforms (Zoom, Microsoft Teams, Skype, etc.), ensuring seamless virtual meetings, and providing technical support to executives and teams for optimal performance.
• Communication:
• Act as a bridge for smooth communication between the CEO’s office and internal teams or external partners.
• Maintain confidentiality and professionalism in handling sensitive information.
• Office Management:
• Oversee the organization of the CEO’s office, ensuring it is well-maintained and equipped.
• Support other administrative tasks as necessary to contribute to overall organizational efficiency.
• Hospitality:
• Welcome and assist visitors, ensuring a warm and professional experience.
• Coordinate hospitality arrangements for meetings and events, including catering and logistics.
• Anticipate and address the CEO’s and guests’ needs during events or meetings.

Requirements

• Bachelor’s degree.
• Proven experience in a similar role, preferably within a non-profit or mission-driven organization.
• Exceptional organizational skills with the ability to multitask and prioritize effectively.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• High discretion and professionalism when handling confidential matters.
• Bilingual (English and Spanish)
• A proactive and adaptable approach to problem-solving.

Preferred Skills

Familiarity with non-profit operations and stakeholder engagement.

Experience working with diverse teams and managing complex schedules

Salary Description

60,000.00-70,000.00